HOA disaster management is a vital part of running a community. The board has to create an emergency plan in case natural disasters or calamities strike. Doing so can help the community navigate the aftermath and quickly get back on its feet.

How to Create an HOA Disaster Management Plan

Natural disasters come and go every year. They can come in small calamities like thunderstorms or larger ones like tornadoes and blazing wildfires.

The most common ones in the United States come in the form of severe thunderstorms. However, certain parts of the country are more prone to specific disasters than others. For example, Alaska has seen the strongest earthquakes from the 1970s to the early 2000s.

Regardless of which calamities are more likely to hit your location, they are nearly impossible to prevent. Nonetheless, there are ways HOAs can prepare for them. Here’s how to prepare for natural disasters in HOA communities and what to do when they strike.

1. Identify Potential Disasters

Part of your HOA emergency preparedness plan should be identifying potential disasters. This means assessing what kind of emergencies will likely impact your community based on location.

For instance, if the HOA is located in a wildfire-prone area, the community must specifically have an HOA disaster management plan for wildfires. Meanwhile, locations prone to hurricanes should have an HOA hurricane preparedness plan.

On the other hand, this doesn’t mean homeowners associations should not create plans for rarer disasters. They should still plan for threats that are less common but still possible. For example, HOAs should also prepare for pandemics or terrorist attacks. While these disasters don’t always happen, the community won’t be left completely vulnerable in case they do.

2. Consider the Community’s Age and Languages

Some communities primarily comprise young families, while others have more elderly members. Remember to consider the age and demographic of the community members and factor them into the community disaster plan. For example, if the community mostly comprises older people, it’s best to think about mobility and accessibility issues.

Apart from this, it’s vital to consider the languages the community speaks. If the community is diverse, the HOA should consider publishing the HOA disaster management plan in different languages.

3. Create an Emergency Plan

Once the community has identified the potential threats, the HOA board should create various disaster emergency plans. It should contain all the necessary plans, including evacuation, recovery, and insurance policies.

Moreover, the board members should clearly outline their responsibilities during the emergency. This will allow all the residents to understand the board’s role during a disaster. It should also help the community understand what to do before, during, and after the calamity.

4. Communicate the Plan to the Members

The community members must be aware of the HOA’s disaster management plan. Otherwise, the residents may not know what to do during an emergency.

To do this, the board should organize meetings to educate the members. They should also disseminate the information through the HOA website and newsletter. They can also send them emergency plans through email or post them on social media.

Additionally, larger communities with ample funds may consider using electronic emergency alert systems. These systems can send emergency texts and emails to residents about emergencies. This keeps residents informed of emergencies as they happen. Just make sure to keep the contact list updated.

5. Inspect the HOA

Disasters might not be preventable, but the degree of property damage can be mitigated. The HOA must regularly inspect the association’s equipment and common areas to ensure they’re in proper working condition. Doing so can minimize injury and further damage.

Moreover, doing this due diligence allows the HOA to reduce legal liability. Many homeowners file lawsuits against their homeowners association on the grounds of negligence. However, they may be unable to accuse the HOA if the board regularly conducts community inspections.

6. Plan for Repairs

Natural disasters bring damage to community common areas and equipment. The HOA must be prepared to shoulder the cost of repairs, reconstruction, and replacements. The board must conduct a proper reserve study and ensure the reserves are well funded. This reduces the community’s financial burden and limits unwanted special assessments.

7. Build a Budget

Emergencies cost a lot in repairs and replacement projects. Therefore, the board should set aside funds as part of the community budget to account for potential disasters. Moreover, the board should answer a few key questions related to budgeting, including:

• When should the HOA provide financial assistance to its members?
• Do the HOA fees cover community amenity repairs and replacements?
• What is the repair and replacement process after a disaster?
• How will the HOA earn enough money to cover the emergency budget?
• Which items should the HOA prioritize during an emergency?

What to Include in an HOA Emergency Plan

An HOA disaster management plan can be difficult to create. There are too many things to prepare for and write down. However, there are some key issues that every HOA must address and include in their emergency plan.

1. Emergency Contact List

Every homeowners association should have a list of contacts for emergencies. This helps the residents know who to call during certain situations. Consider including the following:

• HOA point persons, including the HOA manager, board members, and maintenance staff
• Local authorities
• Nearby medical facilities
• CERTs or community emergency response teams
• Vendors
• HOA attorneys or law firm representatives
• Insurance agents
• Homeowner emergency contact information

Make sure to include their mobile and landline numbers. The HOA should also include alternative communication methods if there is no reception during the emergency. For instance, the board can also include information about communicating with handheld radios.

2. Area Maps

The residents of an HOA should know where to head in case of emergency. Thus, including a map of the area and highlighting designated meeting places is vital.

The board can also consult local authorities to identify the safest meeting places. Moreover, the HOA should include where to find shut-off points for electricity, water, and gas to prevent further injury and destruction.

3. Evacuation Plan

Each HOA disaster management plan must include an evacuation plan. It should include specific directions and conditions wherein an evacuation is necessary. The plan should include nearby shelters, stores, and generator-powered gas stations. Moreover, they should outline how HOA members will be accounted for.

4. Recovery and Response Plans

Once it’s safe, the HOA should assess the damage to the community as soon as possible. As such, the community must plan how to recover and rebuild the neighborhood.

The HOA must have plans for displaced residents. Moreover, it must indicate when and how residents can enter damaged homes to salvage their valuables. The HOA must also outline the professional inspections required for residents to return home.

Finally, the association must have arrangements with partner engineers, contractors, vendors, and architects to help the community rebuild. They should also be in contact with a professional debris management company to clear scattered objects.

5. Insurance Policies

Any responsible HOA board will have the proper insurance policies to help the community rebuild after a disaster. This reduces the community’s financial burden when the HOA needs major repairs.

Remember to check the community’s insurance policies and ensure they’re updated. Keep a copy of them securely or reproduce them digitally for safekeeping. Moreover, remember to write down the claiming process so the HOA can file insurance claims quickly.

Don’t Neglect Emergency Planning

Calamities can strike at any time. They do not care about what an HOA is going through physically or financially. Hence, it’s best to stay prepared and draft an HOA disaster management plan before things get ugly.

It can be hard for the board to prepare for disasters and juggle community responsibilities. Why not consider HOA management software like Condo Manager to lift some of the burden? Call us today at (800) 626-1267 or contact us online to schedule a demo!

RELATED ARTICLES:

• Crime Prevention In HOAs: Keeping The Neighborhood Safe
• There’s More To Putting Up HOA Fences That Homeowners Know
• What Is Encroachment In HOA Communities? How To Resolve This Issue?

Choosing the right HOA contractors is essential to community success. It could make or break the community’s curb appeal and lead to financial losses. How can HOAs pick the right HOA contractor? Let’s find out.

Choosing Good HOA Contractors

Choosing the right contractor can be challenging, especially if the association doesn’t already have a working relationship with reliable vendors. Picking the wrong one can put stress on the board and homeowners. Moreover, it wastes the HOA’s money and may result in liability.

Is your HOA hiring contractors? If so, what should the board members do to ensure they choose the right ones? Here are some steps the association should take.

1. Check the Governing Documents

The governing documents should contain HOA contractor guidelines to help the board understand what vendors they must hire. These documents should outline the association’s maintenance responsibilities and the services it must provide.

If the board is having trouble understanding the intent of the governing documents, they can also seek help from an HOA management company or HOA attorney. These professionals can help ensure they fulfill their fiduciary responsibility to the community.

2. Allot a Budget for the Contractor

One of the most important parts of hiring contractors for your HOA is setting the right budget. The board must do its best to protect the community’s interest.

To avoid overspending, the board members should allot a concrete budget for the HOA contractors they will hire. The budget must be high enough to hire a reliable contractor without breaking the bank.

3. Get Quotes from Many HOA Contractors

Signing an HOA contractor agreement with the first vendor you find is usually a bad idea. That’s because the first contractor isn’t always the best choice. The board members should obtain quotes from at least three contractors before signing a contract. Consider getting referrals from friends, fellow homeowners, or HOA management companies.

Afterward, the board should send a request for proposal (RFP) to each contractor. The RFP should contain the HOA’s expectations from the vendor. Once the HOA receives the quotations, the board can evaluate them based on price, service inclusions, and quality. They can also interview each contractor’s representative to understand what they’ll get from the deal.

4. Check References

Consider it a red flag if a contractor refuses to provide references. However, if the contractor does give references, the board should diligently call or meet with these former clients to ask about their experiences. This should help the board gauge whether or not the contractor delivers good service.

If the board wants to be sure, they can also ask the contractor to provide addresses of similar projects nearby. Ideally, the projects should be ongoing or just recently completed. The board can visit these sites and speak with each neighborhood’s HOA members to evaluate the contractor if possible.

5. Verify Licenses, Credentials, and Insurance

It’s not enough for contractors to provide good service. They should also have the right licenses and credentials required by the industry. The contractor should also have proper general liability and workers’ compensation insurance.

For some, an HOA using unlicensed contractors might be a non-issue. However, doing so puts the HOA at risk of lawsuits if there are injuries or property damage during the project. While the HOA’s insurance policy might cover the association, it’s best to pass the cost onto the contractor and their insurance company.

6. Verify Subcontractor Bonding

Some HOA contractors might hire subcontractors to fulfill certain parts of the job. If this is the case, the homeowners association should make sure the contractor is bonded. This means the subcontractor will be subject to the same requirements as the main contractor.

7. Create a Written Contract

Hiring contractors based on verbal agreements may be tempting, but it’s generally not wise. Written contracts will protect the HOA as they outline the agreement’s various terms, prices, and payment methods.

Moreover, it’s best to establish a clear scope of work in the contract to avoid misunderstandings. This lets both parties completely understand what will be done and how much it will cost. The parties can also establish the pricing in case of extra services performed.

8. Negotiate the Price

Negotiating a contract can be difficult. However, it’s a good idea to try, as negotiating the price can save a lot of money down the road. The board shouldn’t hesitate to ask for discounts or about bulk pricing. This is especially true if the community is large and requires continuous work from the contractor.

9. Final Review

Before signing the contract, make sure to go through the terms with an experienced HOA attorney. They can help spot loopholes or other potential problems in the contract terms. Once everything seems ironed out, it’s time to sign the agreement.

10. Communicate Regularly

Most homeowners associations might think the process stops at the contract signing. However, it’s crucial to continue communicating with the contractor during the course of the project. This ensures that the community is kept informed of the project’s progress.

Moreover, continuing communication will allow the HOA to gauge the contractor is responsiveness. Do they answer the HOA’s questions or respond to concerns? How is their customer service? Good contractors stay responsive even after the contract signing.

If they become unresponsive or uncommunicative, it may eventually pose problems for the association. As a result, the HOA can re-evaluate its relationship with the contractor and find a new one, if necessary.

Hiring HOA Contractors the Right Way

If the HOA board is the community’s brain, HOA contractors are the internal organs. They keep the community well-maintained and functioning properly. That’s why HOAS need to choose the right ones to work with carefully.

Homeowners associations work with many contractors to run the community. This can be confusing, especially for large communities with more projects. A reliable program like Condo Manager can help if your community is having trouble. Call us today at (800) 626-1267 or contact us online to request a demo!

RELATED ARTICLES:

• There’s More To Putting Up HOA Fences That Homeowners Know
• What Is Encroachment In HOA Communities? How To Resolve This Issue?
• HOA Disputes: What’s The Proper Way To Handle These?

Crime prevention in HOA communities should be a top priority for the board members. Otherwise, the community’s residents won’t feel safe even in their own neighborhood. This can significantly impair an HOA’s ability to attract new buyers and maintain property values.

10 Tips for Crime Prevention in HOA Communities

Whether it’s something major like theft or something minor like vandalism, the homeowners association should take measures to prevent any kind of crime. Not only will repeated crime necessitate more insurance policies and coverage, but it may also damage the community’s overall well-being.

Thankfully, several ways to prevent crime in an HOA community exist. Here are some HOA crime prevention tips to keep in mind.

1. Encourage Neighborliness

The United States is generally known for being a neighborly nation. However, not everyone is neighborly. Many may not even want to get to know their fellow community members. Even if you live in the most neighborly cities in America, encouraging neighborliness is helpful for crime prevention in HOA communities.

That’s because when everyone knows everyone else, they’re less likely to commit crimes against them. They can also more easily ask for help from their neighbors. Friendly neighbors might help others collect their mail while they’re away. This can prevent potential theft or other misdeeds.

To encourage neighborliness, consider conducting more community events. For example, the HOA can host Thanksgiving activities during the holidays. They can also host a simple BBQ with all the community members.

2. Keep the HOA Clean

It might not seem like an intuitive part of HOA security, but keeping the community clean can help. This is because potential offenders might target more run-down neighborhoods. After all, unruly or unkempt parks and landscapes allow them to hide. Make sure to plant thorny shrubs around the perimeter. It can also help to trim overgrown hedges and trees to eliminate points of entry.

3. Install Adequate Lighting

Criminals love to hide and do their business in the dark. They can’t get caught that way. Thus, HOA needs to install enough lighting fixtures around the common areas. Moreover, they should encourage the community residents to keep their porch lights on during the night. The board should communicate how important this is in keeping their community safe.

4. Lock the Gates

Gated communities should always keep the gates locked when not in use. Even if leaving them open is more convenient, it’s not safe. It might also help to hire security guards to man the gates or any other entry or exit points.

Remember to remind the community members to lock their homes, gates, and garages. They should also lock their cars and keep the windows closed if they habitually keep them unlocked for easy access. Living in a gated community might feel safer, but it’s never a guarantee that there won’t be criminal activity.

5. Install Alarm Systems and CCTVs

Burglars and other criminals are less likely to target homes within the HOA if it has alarm systems. Consider investing in good-quality ones that can be installed around the neighborhood. If the homeowners association has the budget, they can also consider installing CCTVs to monitor public spaces.

6. Educate the Members to Coordinate With Local Law Enforcement

Every homeowners association has a certain responsibility to keep the community secure. However, nothing beats having proactive community residents fighting crime alongside the HOA. No, this doesn’t mean the residents should join the police force to keep the community safe.

However, it means that the HOA should educate the residents to work with local law enforcement. Remind them to report any activity that seems suspicious or out of place. Even if the act seems minor, it could save a life or property.

Moreover, the HOA should give all residents with emergency and non-emergency phone numbers to call in sticky situations. The board can also partner with local law enforcement to host crime prevention activities if possible. For example, they can create a seminar discussing police tips for HOA security.

7. Create a Neighborhood Watch

Passive forms of security might be helpful enough for many communities. However, if the HOA wants even better security, they can organize a neighborhood watch. Doing so can bring the community together as they plan and organize how to make it much safer. It can also deter potential offenders as they know the homeowners themselves are on alert.

8. Be Well-Informed of News and Trends

Crime prevention in HOA communities can be made much easier if the board stays informed of current trends and crime news. Remember to pay extra attention to what’s happening locally.

Perhaps there’s a trend of thieves stealing packages from porches going around the greater area. Ensure that the members are educated on keeping themselves and their property safe. Furthermore, there’s more traffic and visitors during certain times of the year. It’s best to enact specific security protocols or rules to keep the neighborhood safe in these cases.

9. Enforce the Rules

It’s the board’s responsibility to enforce the HOA rules. This may be difficult to do all the time, especially for large communities. Nonetheless, it’s not enough to assume people will follow the rules given by the homeowners association. The board should proactively check for any potential violations.

Doing this not only promotes harmony but also ensures the community’s safety. After all, many of the community’s rules exist to promote safety and security. For instance, rules regarding pool hours might seem strict to some, but they can prevent potential accidents and reduce liability.

10. Create Safety Protocols for Vacations

Many residents go on vacation and leave their homes unattended. However, empty homes are vulnerable to theft, vandalism, and damage. That’s why many robberies happen during the holidays or vacation seasons.

When vacation season approaches, it’s crucial for HOAs to create safety protocols for homeowners to follow. Educate the residents to watch for signs that their neighbors are on vacation. Please encourage them to keep a lookout and pick up their mail while the neighbors are out.

If possible, neighbors can also park their cars on the driveway of the residents who are on vacation. This can make the house look occupied even when nobody’s there.

Keeping the Neighborhood Safe

Crime prevention in HOA communities is vital to maintaining property values and keeping the residents happy. Nobody wants to live in an unsafe and insecure environment, after all. The HOA board should take the necessary steps to keep the neighborhood safe to the best of their ability.

Managing a homeowners association can be tough to do alone. However, with an HOA management software like Condo Manager, it can become an absolute breeze. Call us today at (800) 626-1267 or contact us online for more information!

RELATED ARTICLES:

• What Is Encroachment In HOA Communities? How To Resolve This Issue?
• 7 Benefits Of The Meeting Management Feature In HOA Software
• HOA Disputes: What’s The Proper Way To Handle These?

It’s not uncommon to find issues involving encroachment in HOA communities. The homeowners or even the HOA may encroach on another homeowner’s property. When this happens, it’s important for HOAs to know how to handle the situation.

What Is Encroachment in HOA Communities?

Encroachment in HOA communities happens when someone goes onto another person’s property without consent. This can happen when a person steps foot on someone else’s property without permission. However, in HOAs, it often happens when a homeowner’s home or belongings cross the boundary lines onto a neighbor’s property.

Usually, encroachment of land by neighbor happens when a homeowner’s fence, garden, patio, roof overhang, or landscaping crosses property boundaries. It often also occurs when vegetation from one property begins to grow on or cross into another property.

One of the most common HOA encroachment issues involves encroaching trees. That’s because trees can fall onto a neighbor’s property when they become unsteady. A homeowner’s tree branches may also hang over property that is not theirs. These become especially problematic when they interfere with the neighbor’s use of property.

Easements: Acceptable Encroachments

There are times when minor encroachments are permitted in HOA communities. When a homeowner or the HOA has the legal right to cross property lines or make limited use of someone else’s property, it’s called an easement.

The community’s Declaration of Covenants, Conditions, and Restrictions (CC&Rs) often contain an HOA encroachment policy to address these easements. For example, a property owner’s overhanging roof may be allowed to encroach on neighbor or association property if the homeowner’s wall sits on the property line.

Other common examples of permissible encroachment include allowance for community members to plant gardens in the HOA’s common areas. If the governing documents allow this, homeowners cannot be penalized for the act.

HOA Common Area Encroachment

Encroachment issues happen not just between homeowners. At times, some homeowners may even encroach onto common areas. While there may be easements for these types of encroachments, this is not always the case.

Moreover, how much common area encroachment is acceptable will vary from HOA to HOA. They may also differ when it comes to obtaining permission.

For example, some communities may allow homeowners to plant gardens in common areas as long as they obtain permission. They can submit a request to the HOA board to do so. The board may allow the action under certain conditions. Meanwhile, other communities are stricter and do not allow this, even if the homeowner asks for permission from the HOA board.

How to Handle Property Encroachment

Homeowners associations may be at a loss when these issues arise. The board members and homeowners may not always know what to do about encroachment. How do you resolve an encroachment issue in your community? Here are some basic guidelines to follow.

1. Review the Property Boundaries

The first step to resolving encroachments is to review the property boundaries. Those on the receiving end of the encroachment should do this to verify whether or not the encroachment exists. Otherwise, they may be wasting time engaging in a conflict with their neighbor, who indeed had the right to use said property.

Apart from those affected by the encroachment, HOAs should encourage everyone in the community to review their property boundaries. The board should also remind them of the HOA’s rules and regulations regarding encroachments. To avoid any mishaps, the board can tell the homeowners to put everything in writing before starting any home improvement projects.

2. Never Take Matters Into Your Own Hands

Homeowners who face encroachment should never take matters into their own hands. For example, a neighbor’s tree may be encroaching on your property. In these cases, it’s best not to cut off the tree’s branches or limbs without first talking to the neighbor.

This can result in legal liability. The person who cut off the tree’s limbs may need to pay damages and even attorney’s fees. In fact, certain states even have laws that address this specific issue. For example, the Code of Alabama imposes fines on those who cut certain trees on property not their own.

3. Engage in Informal Discussion

When it comes to resolving encroachment in HOA communities, the best place to start is by engaging in informal discussions. The affected party should approach the encroacher. They may simply be unaware of the encroachment and can quickly resolve the issue.

In many cases, simply talking to the other party settles the problem. The parties can often come to an agreement themselves without involving anyone else. For example, the person affected may choose to provide written permission or even sell part of the property to the other party. Regardless of the resolution, informal discussions help both parties avoid unnecessary conflict or a lengthy and expensive legal battle.

4. Use the HOA’s Dispute Resolution Mechanisms

If the matter cannot be resolved between the two homeowners, they can use the HOA’s dispute resolution mechanisms. Many homeowners associations outline a dispute resolution process in their governing documents. These often involve letting the homeowners submit a written complaint to the HOA board. The board will then review the issue at hand and help the neighbors resolve the issue.

If internal dispute resolution does not work, the HOA board may also use mediation or arbitration. This allows the homeowners to resolve the dispute without going to court. These methods allow a neutral third party to act as an intermediary between the affected parties.

5. Legal Action

As a last resort, homeowners may take legal action to resolve the encroachment issue. The court can decide for the parties and force compliance. However, this process can be lengthy and costly for the parties involved.

Common Encroachment Resolutions

When the board intervenes in encroachment issues, they often resolve the problem in a few different ways. The most common resolution they use is to ask the homeowner to remove the encroachment. They may issue a violation notice and ask the homeowner to comply.

After giving notice and holding a hearing, the offending homeowner may also face HOA fines. Some homeowners associations also remove the encroachment themselves and send the bill to the offending homeowner.

A Fine Line

There is a fine line between property boundaries in homeowners associations. Not all homeowners are aware of these boundary lines, and even when they are, they may still intentionally try to encroach on other people’s property. Regardless of whether the act was intentional, the board should always address encroachment in HOA communities reasonably.

Managing violations related to encroachment can be hard for homeowners associations. With HOA management software like Condo Manager, handling these issues becomes much less of a problem. Call us today at (800) 626-1267 or contact us online to find out more!

RELATED ARTICLES:

• HOA Work Orders: The Best Ways To Handle And Manage Them
• Don’t Have An HOA Community Garden? Time To Start One Now
• HOA Vendors: How To Select Vendors And End Contracts?

HOA disputes are a common occurrence in planned communities. Neighbors will often butt heads over many different things. Sometimes, homeowners will even fight with the HOA board members. HOAS need to know how to handle these disputes the right way.

Internal Process: HOA Dispute Resolution Policy

In many communities, the governing documents, such as the bylaws, CC&Rs, and rules and regulations, may outline procedures for an HOA’s internal process for disputes. For example, the method may include an informal meeting between the homeowner and the HOA board. In HOA neighbor disputes, the board often acts as an intermediary.

In addition, some states have legislation that includes processes to resolve an HOA dispute. For instance, California’s Civil Code Section 5930 contains anti-lawsuit legislation. It requires HOAs and their members to undergo alternative dispute resolution measures before engaging in litigation. Indiana also has a new HOA statute, HEA 1286, that requires homeowners and HOAs to pursue a formal grievance process. The parties can only file lawsuits if the formal process is unsuccessful. When these provisions exist, HOAs must include them in their internal policy for resolving HOA disputes.

Unfortunately, not all governing documents and HOAs have internal dispute resolution policies. In such cases, adopting one in case conflict arises would be better. Here is a general HOA dispute resolution guideline communities can adopt.

1. Receiving Complaints or Appeals for Dispute Resolution

The process often begins when the board receives a written request for dispute resolution or HOA intervention. If the board receives a verbal complaint, they may choose to document it to keep a record of all the events. HOA board members can also require the members to submit requests in writing to formalize the process and ensure a record of all disputes.

2. Finding the Facts

The HOA board should assign someone to investigate the complaints received. This person may be a board member or other volunteer. If the dispute is between a homeowner and the HOA board, the person assigned should be a neutral third party to avoid conflicts of interest. They can appoint the HOA manager or even the homeowner association attorney.

Regardless, this person’s job will be gathering information about the dispute. It should be done promptly so the issue resolves quickly. The person in charge can do this by interviewing the two parties involved in the dispute. They can also collect information from other sources like event witnesses or CCTV footage, if necessary. Moreover, they should document and sort all the files so the board can review them properly.

3. Deciding Whether to Intervene

The board should arrange a meeting where the person appointed will present all the information they acquired. During the meeting, the board can decide whether it needs formal intervention from the HOA. A lawyer for HOA dispute resolution can also attend to provide legal counsel.

After the review, the board will provide a written notice of their decision. For example, they may write a violation notice to the offending homeowner. This notice may include a warning, fines, or restrictions of rights and privileges.

The decision may be left to a neutral third party if the dispute is between the board and a homeowner. Again, this can be the HOA dispute attorney or HOA management company. This person can offer an unbiased resolution that considers both sides. Likewise, they can write this at the end of the meeting.

4. Negotiation

Some HOA disputes need more careful attention. In these cases, the board can meet with the parties involved to hear all sides of the story. They can also present any remedies they might consider to the affected homeowners.

The board needs to remain neutral and objective during these negotiations. The goal must be to resolve the dispute. Ideally, all parties will agree at the end, which the board will put into writing. The neighbors can sign this agreement to acknowledge their consent.

Alternative Dispute Resolution

Homeowners association disputes may not always end with a simple negotiation. When the internal process fails, it may be time to use Alternative Dispute Resolution (ADR). This allows the HOA to resolve an issue with outside help.

Mediation

The first ADR the association can consider is mediation. This involves a third party that listens to both sides of the story. They will mediate, assisting both parties in finding a compromise. However, the mediator cannot force either side to resolve the dispute. The parties must come to a resolution together.

Arbitration

In arbitration, the third party also listens to both sides of the story. They can review the arguments and evidence either side presents. However, unlike mediation, the arbiter decides how to resolve the dispute. If the arbitration is mandatory, the arbiter’s decision is often final. The parties cannot take the dispute further and file a lawsuit just because they dislike the decision.

Dispute Resolution via Litigation

ADR mechanisms exist to prevent HOA disputes from escalating and being brought to court. However, there are times when this does happen within the HOA community. Homeowners may sue their neighbors, or the litigation may be between the homeowners and the HOA board.

In these cases, the court examines the evidence and decides the resolution. They may order specific performance so the homeowner will abide by the rule laid out. The court may also impose injunctions wherein the HOA cannot engage in a specific activity.

While litigation may be effective at resolving disputes once and for all, they are generally not ideal for anyone involved. That’s because lawsuits are long, tiring, and expensive. Hence, litigation must be a last resort for resolving HOA disputes.

Promoting Community Harmony

HOA disputes are inevitable in many homeowners association communities. Wherever people gather, there will always be disagreements and conflicts. It’s up to the HOA to resolve these disputes fairly and in a timely manner. The board should always prioritize community harmony, justice, and peace.

HOA disputes arise for several reasons, including mismanagement of the community. That’s why homeowners associations can benefit from using dedicated HOA management software like Condo Manager. Contact us online or call us now at (800) 626-1267 to find out more!

RELATED ARTICLES:

• HOA Work Orders: The Best Ways To Handle And Manage Them
• 7 Benefits Of The Meeting Management Feature In HOA Software
• HOA Violation Process: What’s The Right Way To Handle HOA Violations?

HOA work orders are a vital part of managing a community. They help the association ensure that all maintenance work is completed. As a result, the HOA can remain in good condition.

What Are HOA Work Orders?

Homeowners associations need to maintain the community’s common areas to keep property values high. This also ensures that the HOA’s members are satisfied with the association. But, managing maintenance can be a difficult task. There is a lot of work to be done, especially for larger communities.

This is where work orders come in. An HOA work order is a formal request for repair, operations, or maintenance work the association needs. It initiates the repairs or maintenance task and clarifies the details of the job.

A work order includes all the information related to the task requested and outlines the process. Moreover, it includes other details such as the requester’s name, the authorizer’s name, the assignee, and deliverables. It may also include drawings, special instructions, and the expected end results.

HOA Work Orders vs Service Requests

Homeowners association work orders are different from service requests. Some management companies and HOAs may use the terms interchangeably but differ in purpose and format. Service requests are simply forms or requests submitted by residents. They submit the service request to the HOA so the board or management company can fix the problem.

Meanwhile, HOA work orders are generated by the HOA manager or an officer responsible for overseeing maintenance. They create the work order only after approving the service request sent by the homeowner. The work order may also need approval from the HOA board before the work can begin.

Why Is HOA Work Order Management Important?

HOA work order management is an essential part of running a homeowners association. That’s because dozens or even hundreds of service requests and work orders can come in at a time. Without a proper system, the HOA or management company can easily be overloaded with too many maintenance jobs.

In addition, proper work order management helps the HOA keep track of all the maintenance jobs that have been completed or are currently in progress. This helps uncover problem areas in community property. For example, if there have been too many recent work orders involving the piping system, it may be a sign of a larger issue. The community may need to use its reserve funds to replace its piping system or other infrastructure to minimize long-term costs.

Managing work orders is vital to preserving property value and upholding the association’s reputation. After all, the HOA is in charge of the community’s upkeep. Without proper work order organization, it may be hard to fulfill all the service requests promptly. This can leave the community in disarray and disrepair.

What to Include In a Work Order

A good work order for HOAs must include all the important details involving the maintenance task. Homeowners associations and HOA management companies must include the following information:

• Order number
• Who benefits from the job
• Vendor, contractor, or personnel in charge of completing the task
• Authorizer
• Job location
• Approval date
• Date of the order’s issuance
• Expected start and end dates
• Terms of service
• Maintenance task description
• Hourly rates for the task
• Required materials
• Cost of materials
• Total cost

Adding all this information helps reduce misunderstandings between the contractor and HOA. It also ensures that both parties can clearly understand what the job entails and how much it costs. Moreover, they can anticipate the job’s length and schedule each task accordingly. This allows the association to maintain the community without too many jobs conflicting or coinciding.

How to Manage HOA Work Orders

Handling HOA work order requests is no easy feat. It’s important to have an efficient system in place to keep things organized.

1. Easy Request Process

A good HOA work order system begins with an easy request process. Service request forms should be easily accessible to all residents. Moreover, the request forms should be easy to understand and fill out. Ideally, the residents should also be able to track their service requests to know when the HOA will complete the job.

Make sure to assign an officer or board member to oversee service requests. This allows the community to approve or disapprove requests much faster. It minimizes backlogs and ensures the community is always on top of all the necessary maintenance jobs.

2. Create a Complete HOA Work Order Form

After receiving the service request, the HOA must create a complete work order form that includes all relevant information. Make sure the form is as detailed as possible. The work order should also include photos of the problem areas to help the association and its vendors understand what needs to be fixed. Moreover, the residents should be able to access the work order to fully understand what the request entails.

If the association can afford it, they may automate work orders to speed up the process. Reliable software can easily turn service requests into HOA work orders. This allows the community to streamline the entire process. It’s also more manageable and trackable as HOAs can quickly refer to the system to find all the work orders created.

3. Have a List of Vendors Ready

Homeowners associations should have an updated list of vetted contractors and vendors at the ready. Furthermore, they can hire on-site maintenance staff to address smaller maintenance jobs. This allows the HOA to assign each job without delay. It also ensures that the work is always up to standard.

4. Receive Feedback

After each maintenance job is completed, consider allowing residents to submit a feedback form. This allows the HOA to understand what is working and what needs to be improved in their work order management process. It also ensures transparency and helps residents trust the association more.

5. Conduct Regular Inspections

Homeowners associations should conduct regular inspections of community property. This limits the number of service requests that come in and keeps maintenance work to a minimum. It can also save money in the long run.

Consider scheduling inspections at least twice a month. The community may also need to conduct frequent inspections for fixtures or properties more prone to degradation or damage. For example, older buildings may need more attention than newly built structures.

Keep Your HOA In Good Condition

Managing HOA work orders is the key to keeping the community well-maintained. Otherwise, the association may easily fall into chaos with too many service requests or unclear job descriptions. Proper work order management can also ensure that the community’s maintenance requests are fulfilled in a timely manner.

However, managing HOA work orders manually can be challenging, especially for larger communities. Condo Manager can help. Our HOA management software can automate and streamline your work orders and the entire maintenance process. Call us today at (800) 626-1267 or contact us online today!

RELATED ARTICLES:

• HOA Violation Process: What’s The Right Way To Handle HOA Violations?
• Know Your HOA Rental Restrictions Before Leasing Out Your Home
• 7 HOA Insurance Policies Your Association Needs

Are your HOA residents feeding stray cats? While the intention behind it may be good, feeding strays can have bad repercussions. If your board encounters this problem, there are some recommended courses of action to take.

The Downsides of Residents Feeding Stray Cats

Cats can be very loving companions, making them a popular choice for pets, but not all cats have a place to call home. In fact, there are an estimated 41 million stray cats in the United States alone. Some of these cats are in shelters, but a good chunk of them are left to roam the streets. With such many stray cats, it would not be surprising if a few of them wandered into your HOA neighborhood.

When residents encounter stray cats, their first instinct may be to feed them. After all, who can resist the adorable meows of a hungry kitten? But, stray animal feeding, especially in an HOA, can have several consequences.

Here are the pitfalls of feeding stray cats in an HOA community.

1. They Might Overrun the Community

When you allow residents to feed stray cats, you’re basically painting the community into a corner. A habit of feeding strays will cause them to think that the HOA is a stable food source. This will push them to keep coming back to the community when they’re hungry, even bringing other wild animals and pests with them. Pretty soon, you’ll have an association infested with strays.

An HOA overrun with strays not only lowers curb appeal but can also lead to a host of other problems. These include a higher risk of diseases, pet injury, and property damage, which are discussed in the succeeding points.

2. They Might Infect Pets With Diseases

Cute as they may be, stray cats can bring disease. Because strays don’t receive veterinary care, they often carry diseases that can be transferred to other animals. A lifetime of roaming dirty streets and interacting with other strays usually does that. If your community is home to many pets, their health and well-being can be jeopardized when introducing strays into the neighborhood.

3. They Might Get Into Fights With Pets

Diseases aren’t the only safety risk that stray cats can bring. Stray animals tend to be more aggressive, having had to fend for themselves all their lives. Thus, when encountering a resident’s pet, they can quickly go into fight mode, especially if competing for food.

4. They Might Damage Property

If you’ve ever kept a cat as a pet, you know they have a propensity for destroying valuables. Their sharp claws can tear through couches, rip up curtains or blinds, and shatter potted plants. Stray cats are no different. While you can somewhat protect the items inside your home by closing your windows, you can’t do the same for your garden plants and lawn furniture.

How to Keep Residents From Feeding Stray Cats

Homeowners associations have a duty to maintain curb appeal and preserve property values. When there are too many feral cats in the community — as a result of residents feeding stray cats — curb appeal and property values can quickly plummet. Resident satisfaction will also go down along with them. So how can an HOA board limit stray cats in the association? Is there even a way to prevent residents from feeding the strays?

Fortunately, an HOA does come equipped with certain powers, including the power to enforce rules. These rules can range from architectural standards to rental restrictions. An association can also have rules governing homeowners’ behavior, including feeding stray animals.

Here are some ways to prevent residents from feeding stray cats.

1. Explain That Pet Rules Don’t Apply to Strays

Some associations have a strict no-pets policy. This is more common among condo communities, where residents live in such close quarters, but you will also find this policy in some single-family communities. That said, many more communities allow residents to keep pets but with added restrictions. For instance, homeowners may be required to keep pets on a leash when outside and pick them up after them.

While stray cats are animals, they don’t fall under the definition of pets. As such, the HOA’s pet rules don’t apply to them. A resident may not feed a stray cat even if they keep it on a leash somewhere in the neighborhood. Additionally, residents may not keep stray animals on their property unless they decide to adopt them.

If a resident really wants to care for a stray cat, they can adopt it and provide it with proper veterinary care. Of course, this is under the assumption that the HOA even allows pets and that the resident does not violate the HOA’s pet policy. The association may also require the resident to complete certain forms per the pet rules. When they adopt the stray cat, the pet rules will then apply.

2. Adopt Rules and Levy Fines for Noncompliance

It is not enough to simply have rules regarding pets. An HOA board that wishes to limit stray cats in the community should also adopt rules on stray animals. A common rule is prohibiting residents from feeding the strays and avoiding any kind of interaction with them. Residents should resist the urge to feed the strays.

While an HOA can hope that the rules themselves curb stray animal feeding, many residents will still go against these rules. To prevent noncompliance, the board should also impose a fine system if it doesn’t already have one in place. Assuming state laws and the governing documents allow it, an HOA can fine an owner for feeding a stray after, provided that notice and an opportunity to be heard are given.

3. Encourage TNR Participation

One of the biggest problems with stray animals is that they can breed. When this happens, the number of strays in the community will inevitably increase.

An HOA should encourage residents to partake in a local trap-neuter-return (TNR) program to avoid this. In this program, stray cats are humanely trapped, sterilized to prevent breeding, and returned to the place where they were originally caught. This program controls the stray cat population and provides existing strays with basic veterinary care.

Taking Action

As you can see, there are several problems with residents feeding stray cats. If allowed to go on, such a practice can bring disease, pet injury, and property damage to your community. Before long, your association will be littered with strays. By adopting rules and communicating with residents, your HOA board can limit the number of strays in your neighborhood.

Condo Manager is the leading provider of HOA management software. Our software works for self-managed associations as well as HOA management companies. Call us today at (800) 626-1267 or contact us online for a free demo!

RELATED ARTICLES:

• Top 10 Important HOA Rules Every Homeowner Should Know
• Don’t Have An HOA Community Garden? Time To Start One Now
• Condominium Repairs: Who Is Responsible? Condo Owners Or The COA

Part of what makes homeowners associations so enjoyable are the social activities that residents get to participate in. But the senior citizens in your HOA shouldn’t get left out of the fun.

Best Activities to Plan for Senior Citizens in Your HOA

HOA boards should do their best to get everyone involved in the community, even if it’s just participating in activities or attending events. One demographic that many associations neglect is senior citizens, except in communities that primarily consist of them.

Here are some fun yet appropriate activities for senior citizens in your HOA.

1. Tai Chi Mornings

Tai chi is not just a form of martial arts, but it is also good for the well-being of practitioners. It combines meditation with defense training and is known to have numerous health benefits. For instance, did you know that tai chi can help reduce pain in fibromyalgia patients? It can also help prevent falls and may help alleviate some symptoms of select chronic diseases.

Exercise is best performed in the morning when the sun isn’t too high up. Plus, most senior citizens get up early anyway. While you would ideally hold tai chi sessions outside, there’s no harm in doing it indoors if space is an issue. If you’re looking for activities for aging residents in your association, tai chi promotes exercise and good health and encourages senior neighbors to mingle.

2. Brisk Walking

Tai chi is excellent, but not all communities have access to large open spaces or a tai chi instructor. If you want something that will get the blood pumping (in a good way) but doesn’t require a lot of resources, try brisk walking. All you need for this activity is a walking trail. If you don’t have that, a simple walk around the neighborhood will do just as well.

As with tai chi, it’s best to hold this activity in the morning, though afternoon walks are good, too. With brisk walking, the elderly can spend some time outside, breathe in the fresh air, and catch up with each other. It’s also fast enough to get the heart rate up but not so fast that it’ll hurt their joints.

3. Moderate Dancing

When it comes to activities for senior citizens in your community, dancing usually isn’t the first thing that comes to mind. There are dances that are more suitable for seniors, too. These include ballroom dancing, jazz dancing, line dancing, the waltz, and dance aerobics. Of course, dance classes will require the help of an instructor.

4. Afternoon Tea

Who says activities should always have a dynamic component? Senior residents can have fun sitting around, having tea, and talking about anything.

Plan an afternoon tea session for your community’s elderly members. You can offer a variety of tea flavors and prepare a wide range of snacks — both sweet and salty. If senior residents don’t know each other well, prepare some talking points beforehand. They can find things in common, bond through shared experiences, and make meaningful connections.

Who knows? If all goes well, you can even make it a monthly thing!

5. Art Class

An art class is one of the more unique activities for senior citizens in your HOA. Everyone deserves to express themselves creatively, and what better way to do that than through art? After all, a person’s artistic side doesn’t fade just because they age.

You can stick with the classic drawing or painting session for art class. Alternatively, if you want to jazz things up, a sculpting or pottery class will undoubtedly attract a lot of attention (though it also requires more specialized resources). If you can’t afford an instructor, even a get-together where seniors make handicrafts can help reignite their passion for art.

6. Book Club

As the famous saying goes, “with age comes wisdom.” But living a long life isn’t the only way to open your mind and learn new things. Books are an excellent source of wisdom, too. Plus, they can be very entertaining and make you feel a diverse palette of emotions, from joy and despair to pain and excitement.

If you want to organize activities for senior citizens in your HOA, you can’t go wrong with a book club. Pick a book of the month that everyone in the club has to read. Then, members can get together at the end of each month and discuss their insights or feelings. You can even make it a weekly thing where members only read a set number of chapters weekly.

7. Bingo Nights

No list of activities for the elderly is complete without bingo night. Bingo is a fun game that helps keep the mind active and attentive. All you need to make it a success is a bingo set, plenty of bingo cards, and a large enough space. You can also prepare a prize for the winner to make the game worthwhile.

Virtual bingo nights are a good option if you don’t have a space large enough to accommodate everyone. Several websites offer online bingo events that you can organize for your community. If you want to do it the old-fashioned way (as is suitable for most seniors), you can mail them their bingo cards which they can manually fill out.

8. Karaoke Night

The fun doesn’t stop just because people get old. Senior residents also know how to have a good time, and a karaoke night is a can’t-miss. Again, you’ll need ample space for this if you expect to see plenty of attendees. You can either hire a live band or rent a karaoke machine. Participants can then come to the stage individually to sing their heart’s song.

While you can make it a competition by offering a prize to the best singer, it’s generally better to just focus on the fun. The goal is to get senior residents involved and have them mingle with each other. And encouraging rivalry doesn’t make for good bonding. You can follow your HOA’s noise rules to avoid creating a nuisance.

9. Senior-Friendly Parties

If none of these activities seem a good fit for your HOA, you can always stick to the tried-and-tested party. Parties or simple social gatherings are great because they gather seniors under the same roof. You can make a nice spread, play music, and even organize a few games. Just remember to make them all senior-friendly!

Spice Things Up for Seniors

If senior citizens are in your HOA, making them feel just as valued and loved as other community members is essential. Seniors usually no longer work jobs, so they have much free time. Add a little color and fun to their life in the association by holding one or more of these events.

Condo Manager provides software solutions to HOAs and management companies. Call us today at (800) 626-1267 or contact us online for a free demo!

RELATED ARTICLES:

• Don’t Have An HOA Community Garden? Time To Start One Now
• Know Your HOA Pet Policy To Avoid Issues
• Condo Decorations Rules: Fair And Unfair Policies